2018 November Release

Collaboration with TeamroomsPermanent link for this heading

A Teamroom offers the possibility to work together and exchange documents with your contacts.

Via the Teamroom, you define the team and consequently the access rights. Using folders, you can structure the Teamroom and classify documents accordingly.

Creating a TeamroomPermanent link for this heading

To create a Teamroom, perform the following steps:

  1. Navigate in your “Personal Folder”.
  2. Click the “Create Teamroom” action. Alternatively, click the “Create Teamroom” card in the content area.
  3. Enter a name for the Teamroom.
  4. Select another organization, if applicable.
    Note: The organization is only changeable, if you are a member of at least two organizations.
  5. Click “Next”.

Note: The “Allow Public Links” and “All Team Members May Invite Members” options are disabled by default.

Structuring TeamroomsPermanent link for this heading

For structuring documents in a Teamroom, folders are provided.

To create a folder, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Click the “Create Folder” action.
  3. Enter a name for the folder and click “Next”.

Note:

  • You can also create folders within folders.
  • In Teamrooms, additional Teamrooms can be created. The access rights defined by the Teamroom only apply to assigned objects but not to contained Teamrooms. A Teamroom always defines its own security context.

Documents in a TeamroomPermanent link for this heading

Documents are managed in Teamrooms. Below you will learn how to open, upload, download and create documents.

Editing DocumentsPermanent link for this heading

You can open documents directly from the Fabasoft Cloud Web Client in the corresponding third-party product. As prerequisite the Fabasoft Cloud Client and an appropriate third-party product has to be installed. If you want to use Microsoft Office Online with the Fabasoft Cloud, Microsoft Office 365 Business or Education is required.

Note: To check the status of the Fabasoft Cloud Client, open the account menu (your username) and click “State” > “Web Browser State”. If errors or warnings are displayed (e.g. because of a not installed or not current Fabasoft Cloud Client), follow the instructions and resolve the problems.

To edit a document, perform the following steps:

  1. Navigate in the desired document. In the content area, the preview of the document is displayed.
  2. Click the “Edit” action (document is editable) or “Read” action (document is read-only). If several options for opening are available (e.g. with Microsoft Office on the workstation or with Microsoft Office Online), these can be selected via a submenu.
    The third-party product associated with the document is opened.
  3. If you have opened the document editable, carry out the desired changes in the third-party product. When saving, the document is directly stored in the Fabasoft Cloud.
  4. Close the third-party product.

Note:

  • If Office Online is enabled for you, you can define how documents should be opened, click “Basic Settings” in the account menu (your user name). In the Office Documents field, you can choose how to open Office documents (always in Microsoft Office on the workstation, always in Microsoft Office Online or on demand). If the Office Documents field is not available, your organization administrator does not allow the use of Microsoft Office Online.
  • If you choose open always in Microsoft Office Online, the preview of documents is also shown with Microsoft Office Online.
  • Microsoft Office Online supports the file types Microsoft Word, Microsoft Excel, Microsoft Visio and Microsoft PowerPoint. Currently there is a known issue of Microsoft Online that files with “docm” extension cannot be edited.
  • Editing LibreOffice documents (OpenDocument Text with extension “odt”, OpenDocument Spreadsheet with extension “ods” und OpenDocument Presentation with “odp”) is also possible with Microsoft Office Online.
  • To be able to use Microsoft Office Online with the Fabasoft Cloud, Microsoft Office 365 Business or Education is required.
  • Documents in encrypted Teamrooms cannot be opened with Microsoft Office Online.
  • When you are using Microsoft Internet Explorer together with Microsoft Office Online, add https://*.live.com to the same security zone in which also *.cloud.fabasoft.com resides (in general “Trusted Sites”).

Uploading FilesPermanent link for this heading

To upload a file, perform the following steps:

  1. Navigate in the desired Teamroom or subfolder.
  2. Click the “Upload” action.
  3. Select the file that should be imported. Depending on the web browser, you can select multiple files.
  4. Click “Yes” to confirm the upload.

Uploading Files With Drag and DropPermanent link for this heading

To upload a file with drag and drop, perform the following steps:

  1. Navigate in the desired Teamroom or subfolder.
  2. Locate the file you want to import in your file system. Depending on the web browser, you can also import whole folder structures and several files with drag and drop.
  3. Drag the file with pressed left mouse button into the web client.

Note: When a file is uploaded directly in your personal folder, a Teamroom is automatically created and the file is stored therein.

Uploading Files With Keyboard ShortcutsPermanent link for this heading

To upload a file with keyboard shortcuts, perform the following steps:

  1. Navigate in the desired Teamroom or subfolder.
  2. Locate the file you want to import in your file system. Mark the file and press Ctrl + C. You can also mark a folder or several files.
  3. Switch to the web client and press Ctrl + V.

Note: When a file is uploaded directly in your personal folder, a Teamroom is automatically created and the file is stored therein.

Downloading DocumentsPermanent link for this heading

To download a document, perform the following steps:

  1. Navigate in the desired document.
  2. Click the “Download” action.

The file can be found in the “Downloads” of the web browser.

Note: You can download multiple files or entire Teamroom or folder structures at once. To do so select the desired objects and execute the “Download” context menu command. The objects are downloaded as ZIP archive.

Moving Documents Within the Web ClientPermanent link for this heading

To copy or move a document within the web client, perform the following steps:

  1. Localize the desired document. If you want to copy or move several documents, mark them.
  2. In the context menu of the document click “Copy” or “Cut”. When you copy the document, it is copied into the clipboard, when you cut the document it is additionally removed.
  3. Navigate to the desired target Teamroom or subfolder.
  4. Open the context menu in an empty part of the content area and click “Paste Shortcut” or “Paste Duplicate”. If you paste a shortcut, it is the same document. If you paste a duplicate, an independent copy of the document is created.

Note: The “Orphan Objects” tab of a Teamroom shows objects that are assigned to the Teamroom, but are not stored within the Teamroom. This is the case when an object was removed with the “Cut” command but was not stored again in a Teamroom.

For more information on shortcuts, see chapter “Working with Shortcuts”.

Storing Documents by Performing a SearchPermanent link for this heading

To execute a search, perform the following steps:

  1. Enter the desired search query in the search field in the title bar and press “Enter”.
  2. The search result and the “Search Facet” tool are opened. Only results are displayed, you are allowed to search for. Via the search facet you can further restrict the search (e.g. to Teamrooms or organizations).
  3. With the “Copy” context menu command, you can copy the desired documents in the clipboard and store them in a Teamroom.

Creating New DocumentsPermanent link for this heading

To create a new document, perform the following steps:

  1. Navigate in the desired Teamroom or subfolder.
  2. Open the context menu of an empty part of the content area and click “New”.
  3. Select what you want to create (e.g. Microsoft Word Document).
  4. Enter a name and click “Next”.

The document is stored in the current Teamroom or subfolder.

Annotating PDF DocumentsPermanent link for this heading

Annotations that you attach to a PDF document using an external PDF viewer can be separated from the PDF document and saved on a public or personal layer. Thus, the document does not have to be duplicated if you want to share general comments with other team members but personal comments should only be visible to you.

To create public annotations, edit the PDF document as usual (e.g. “Edit” action). In the external PDF viewer, you can attach the corresponding annotations and save the document again.

To create personal annotations, navigate in the PDF document. In the PDF preview, use the “Show comments toolbar” and “Comment” buttons to open the PDF document for editing. The annotations attached in the external PDF viewer are saved as personal annotations.

Notice:

  • If the PDF content itself changes (e.g. by replacing it with another file), the previous documents including annotations are still available. The documents can be selected via a drop-down field in the PDF preview.
  • If the PDF document already contains annotations during import, these are saved in a public layer when you enable the comment bar and are therefore visible to all team members.
  • When you download a PDF document, the PDF content is annotated with the annotations visible to you.
  • When an AutoCAD file is printed to PDF, comments are implicitly created. These comments are not separated.
  • For Teamrooms, you can specify whether PDF annotations can be added to documents of the Teamroom on the “Content Settings” tab in the Allow Comments field.

Digitally Signing DocumentsPermanent link for this heading

If Fabasoft Secomo is available in your cloud organization and the digital signature is configured for your organization, you can digitally sign documents to prove the originator and integrity of the documents.

To sign a document digitally, perform the following steps:

  1. Localize the desired document.
  2. In the context menu of the document click “Tools” > “Sign Digitally and Close”.

A PDF document with the digital signature is created and saved as final form in the document. In addition, the “Sign Digitally” signature is attached to the document and the document is closed. Use cases such as “Read” or “Download” refer to the signed PDF document in the final form of the closed document.

Note: To sign documents of a folder, the “Sign Digitally and Close Documents” context menu command is available for the folder.

Defining Team MembersPermanent link for this heading

To define access rights for a Teamroom, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Click the “Team” action.
  3. Via the plus symbol, you can add users to the team by entering their e-mail address or you can create new external members. Additionally, you may authorize whole organizations or organizational units.

The Teamroom is stored in “Teamrooms Shared With Me” for the added team members. Therefore, it makes sense to prepare the Teamroom first, to create structures and to store the documents before the team is authorized.

You can also inform team members by e-mail via the “Send E-Mail Invitations” action in the team area. In the “Security Settings”, you can define the default text for the invitation e-mail on the “Teamroom Invitations” tab.

Access rights:

  • Read Access
    These team members can
    • read existing documents,
    • only see release versions (if existing),
    • create public links and
    • add additional team members with read access.
  • Change Access
    These team members can
    • change existing documents, create new documents or folders and delete them (wastebasket),
    • define Teamroom templates,
    • create public links and
    • add additional team members with change access or read access.
  • Full Control
    These team members can
    • change existing documents, create new documents and delete documents (wastebasket),
    • define Teamroom templates,
    • create public links,
    • empty the wastebasket,
    • dissolve the Teamroom,
    • define settings regarding access protection, shortcuts, public links, team visibility, invitation possibilities and organization restrictions,
    • define logos,
    • delete the history,
    • read audit log entries,
    • change the branding,
    • change the organization and
    • grant all access rights.

Note:

  • Via the context menu of a team member, you can change the access rights or even remove the team member.
  • In order to make it clear that the owner or co-owner of an organization has all rights to the Teamrooms of the organization, the organization is displayed under “Full Control”. When you expand the organization, you see the actual owner and co-owners.
  • In the properties of a Teamroom you can define following settings:
    • In the Access Protection field it can be defined whether the team or everyone can read the Teamroom.
    • In the Restrict Shortcuts field it can be defined whether shortcuts to objects that are assigned to other Teamrooms can be stored.
    • In the Allow Public Links field it can be defined whether public links can be created.
    • In the Restrict the Downloading or Opening of Content on the Workstation field the team members can be restricted who are offered the actions for editing and downloading in the web browser client.
    • In the Team Visible to All Team Members field it can be defined that only team members with full control can see other team members. Please note that by disabling this setting, further use cases in which the team members are displayed (e.g. time travel, show new events) are also no longer possible.
    • In the All Team Members May Invite Members field it can be defined that only team members with full control may add other team members.
    • In the Restrict Team Members to These Organizations field it can be defined that only team members of the defined organizations can be added.

Sending an E-Mail to the TeamPermanent link for this heading

To simplify collaboration even further, e-mails can be sent directly from Teamrooms to the team. The “Send” > “Send E-Mail to Team” context menu command is available for Teamrooms and for objects assigned to Teamrooms. When using the context menu command on objects, they are added as links to the e-mail.

Note: The context menu command is only visible, if at least another team member exists in the Teamroom.

Working with ShortcutsPermanent link for this heading

The same objects can be stored as shortcuts (context menu command “Paste Shortcut”) in different Teamrooms or subfolders.

  • When you delete a shortcut, only the shortcut is removed. The object itself and other shortcuts are not affected. If the object is in the wastebasket, the shortcuts are displayed with the additional text “(Deleted)”. If the object is permanently deleted, the shortcuts will be removed, too.
  • When you store shortcuts within a Teamroom in different folders, the shortcuts are visualized with an arrow. If the object itself is cut, the next succeeding shortcut becomes the “object”.
  • Each object can be assigned to only one Teamroom, which defines the access rights. If you store an object in several Teamrooms, the shortcuts are visualized with an arrow in a square. Note that team members have no access to the shortcut, if they are not authorized in the assigned Teamroom of the object.
  • When you cut an object that has no shortcut in another Teamroom and paste it to a Teamroom, the object will be assigned to that new Teamroom.
  • When you cut an object that has a shortcut in exactly one other Teamroom, the object will be assigned to that Teamroom. If shortcuts exist in several Teamrooms, the object is not assigned automatically to another Teamroom. In this case you can assign the Teamroom manually with the “Tools” > “Change Teamroom” context menu command.
    The change of the assignment can only be carried out, if you have full control in the original Teamroom and at least change access in the target Teamroom.
  • In the properties of an object, on the “General” tab, in the Teamroom field you can find the assigned Teamroom that defines the access rights. The Contained in field shows the Teamrooms and folders in which the object is stored.
  • In the properties of a Teamroom, on the “Teamroom” tab, in the Restrict Shortcuts Within Teamroom field you can define which type of shortcuts should be allowed. This way, for example, it can be prevented that not accessible shortcuts are stored.

Changing the Teamroom AssignmentPermanent link for this heading

An object is always assigned to only one Teamroom. In case shortcuts of the object are stored in further Teamrooms, the assigned Teamroom can be changed.

To change the Teamroom assignment, perform the following steps:

  1. Locate the object, which should be assigned to another Teamroom.
  2. On the context menu click “Tools” > “Change Teamroom”.
  3. Select the Teamroom the object should be assigned to.
    Note: If the object is stored in exactly two Teamrooms, the Teamroom must not be selected.
  4. Click “Change Teamroom”.

Note: To change the assigned Teamroom of an object, full control is needed in the original Teamroom and at least change access in the target Teamroom.

Changing the Organization AssignmentPermanent link for this heading

If you are member of several organizations, you can change the organization assignment of Teamrooms in which you have full control.

To change the organization assignment of a Teamroom, perform the following steps:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom click “Tools” > “Change Organization”.
  3. If you are member of more than two organizations, select an organization. Otherwise, the other organization is already selected.
  4. Click “Yes”.

Note: The organization assignment cannot be changed, if forms, processes, objects with categories or objects with running processes exist,

Setting the Access ProtectionPermanent link for this heading

The access protection defines whether non team members can read the Teamroom.

To change the access protection of a Teamroom, perform the following steps:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom, click “Properties”.
  3. Select the Access Protection on the “Teamroom” tab.
    • “Default”
      The Teamroom and its content can only be read by team members.
    • “Generally readable”
      The Teamroom and its content can be read by all users.
  4. Click “Next”. You will receive a notice that this Teamroom becomes public. Click “Next” again.

Creating Public LinksPermanent link for this heading

You can provide documents read-only to users who have no account.

To create a public link, perform the following steps:

  1. Navigate to the desired Teamroom, subfolder or document.
  2. On the context menu, click “Create a Public Link”.
  3. You can define a description, a validity period and a password.
  4. Click “Create”.

You get a link that can be directly sent or you can copy the link in the clipboard.

Note:

  • In the properties of the Teamroom, on the “Teamroom” tab, in the Allow Public Links field you can define whether public links can be published.
  • If public links exist, it is visualized with a chain symbol.
  • Existing public links can be managed with the “Manage Public Links” context menu command. You can also retrieve an access report.

Defining a LogoPermanent link for this heading

For each Teamroom an own logo can be defined. This logo is displayed in the card view, the thumbnail view and the preview.

To define a logo for a Teamroom, proceed as follows:

  1. In the context menu of the Teamroom, click “Properties”.
  2. Click the “Logos” tab.
  3. Click “Select” to browse for an image on your computer or select one from the Cloud.
  4. Click “Next”.

Note: You can select a second logo that is used as a thumbnail. This logo will be displayed for example on the welcome screen.

Defining a DescriptionPermanent link for this heading

You can define descriptions for Teamrooms. The description is displayed in the content area, if you are in the Teamroom at top level.

To define a description for the Teamroom, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Click the “Define Description” action.
  3. Define a title and a description for the Teamroom.
  4. Click “Next”.

Managing TemplatesPermanent link for this heading

You can define certain documents in a Teamroom as templates that are provided in the create dialog.

To define a template, perform the following steps:

  1. Navigate in the desired Teamroom to the document that should serve as template.
  2. On the context menu of the document click “Tools” > “Add to Teamroom Templates”.

The template is displayed in the create dialog in the “Teamroom Templates” category.

Note:

  • Documents that already serve as templates provide the context menu command “Tools” > “Remove From Teamroom Templates”.
  • A list of all templates can be found on the “Templates” tab of a Teamroom. Here you can add and remove templates, too.
  • Objects that are assigned to other Teamrooms can also be used as templates. Make sure that the team members are authorized in the other Teamrooms to use the templates.

Wastebasket and Orphan ObjectsPermanent link for this heading

When deleting objects of Teamrooms they are not deleted immediately but put in the Teamroom wastebasket. The “Open Wastebasket” action is only available if at least one object is in the wastebasket. Objects in the wastebasket can be permanently deleted (“Empty Wastebasket” or “Delete”) or restored.

On the “Orphan Objects” tab (“Teamroom” > “Properties”) you can find objects that are assigned to the Teamroom but no longer stored in the Teamroom. Due to performance reasons, the list of orphan objects is not displayed, if the Teamroom contains too many objects.

Displaying New EventsPermanent link for this heading

In the card view, the number of changes of Teamrooms is displayed, since you viewed the history for the last time.

  1. Navigate in a Teamroom with new events.
  2. Click the “Show New Events” action.
  3. On the “new Events” tab, you find all current events.

Note:

  • Which changes are considered as new events can be configured under “account menu (your user name)” > “Advanced Settings” > “Notifications” > “Settings”.
  • The “Show New Events” action leads to the timeline and history that contains older entries, too. The “Delete History” button allows deleting the history and all versions of the objects that are assigned to the Teamroom (full control is needed).

Hierarchical Teamroom RelationsPermanent link for this heading

In order to manage hierarchies of Teamrooms easily and clearly, relations between Teamrooms are available as metadata. The relations are displayed on the “Relations” and “Relation (incl. Hierarchy)” tabs.

Note:

  • The tabs are only displayed, if the Teamroom is related to at least one other Teamroom.
  • The access rights defined by the Teamroom only apply to assigned objects but not to assigned Teamrooms. A Teamroom always defines its own security context.

Relations:

  • Superordinate Teamroom
    A Teamroom can be assigned to exactly one superordinate Teamroom.
  • Referencing Teamrooms
    A list of all Teamrooms in which the current Teamroom is stored.
  • Subordinate Teamrooms
    A list of all Teamrooms that are assigned to the current Teamroom.
  • Referenced Teamrooms
    A list of all Teamrooms that are stored in the current Teamroom.
  • Orphan Teamrooms
    A list of all Teamrooms that are assigned to the current Teamroom but which are no longer stored in this Teamroom.
  • Subordinate Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the Teamroom assignment hierarchy.
  • Referenced Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are stored in the current Teamroom or in a Teamroom in the Teamroom hierarchy.
  • Orphan Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the Teamroom assignment hierarchy but which are no longer stored in the Teamroom.

Encrypting a TeamroomPermanent link for this heading

If your organization has Fabasoft Secomo and the “Teamroom Encryption” app is assigned to you, you can encrypt Teamrooms. If you read, edit or upload documents the encryption and decryption is carried out on the client. Thus, no unencrypted data is transferred. The synchronization of encrypted Teamrooms is only possible when using encrypted file systems.

  • When you create a Teamroom, you can directly encrypt the Teamroom by clicking the “Encrypt” button.
  • Existing Teamrooms can be encrypted or decrypted via the properties of the Teamroom (“Teamroom” tab, “Encrypt Documents” field).
  • After you have enabled or disabled the encryption, it takes some time depending on the size of the Teamroom until all documents are encrypted or decrypted.
  • A pending encryption or decryption is visualized with an opened or a closed lock symbol.
  • When creating new documents in the web client, the documents are only encrypted after content is added.

Transferring a TeamroomPermanent link for this heading

To relocate the processing of a Teamroom in another cloud location, in the cloud or private cloud, you can transfer Teamrooms (Enterprise and higher only). The functionality is only available if it is configured accordingly in the organization.

To transfer a Teamroom, perform the following steps:

  1. On the context menu of the Teamroom click “Transfer Teamroom” > “name of the cloud domain”.
  2. Click “Transfer” to confirm the transfer.
  3. If you are not logged in to the target domain, a login dialog is displayed.
  4. If requested click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
  5. Click “OK” after the transfer has been completed.

Note:

  • The Teamroom and the associated objects are marked as transferred in the source domain.
  • The Teamroom and the associated objects are no longer editable in the source domain.
  • The Teamroom is stored in the “Personal Folder” in the target domain.
  • The user rights are transferred. Users are identified by the e-mail address. If users do not yet exist in the target domain, new users are created.
  • With the context menu command “Transfer Teamroom” > “Restore Version Before Transfer” you can restore the version of the Teamroom, which was saved by default prior to the transfer. Incompletely transferred Teamrooms will be deleted in the target domain. If a Teamroom was successfully transferred, the connection to the transferred Teamroom in the target domain will be lost.

Retracting a TeamroomPermanent link for this heading

After completing the collaboration, the transferred Teamroom can be retracted to the original place.

Note: Teamrooms that are transferred to another cloud location cannot be retracted. Another transfer to the initial cloud location is possible.

To retract a Teamroom, perform the following steps:

  1. On the context menu of the Teamroom click “Transfer Teamroom” > “Retract form <name>”.
  2. Click “Retract” to confirm the retraction.
  3. If you are not logged in to the target domain, a login dialog is displayed.
  4. If requested click “Allow” to grant the “OAuth Client” the “Retract Teamroom” right (only necessary once).
  5. Click “OK” after the retraction has been completed.

Note:

  • The Teamroom and the associated objects are marked as retracted in the target domain.
  • The Teamroom and the associated objects are no longer editable in the target domain.
  • If users do not yet exist in the source domain, users are created.
  • If the Teamroom could not be successfully retracted, you can restore the version of the Teamroom in the source domain and in the target domain, which was saved by default prior to the transfer, with the context menu command “Transfer Teamroom” > “Restore Version Before Transfer”.

Publishing a TeamroomPermanent link for this heading

Teamrooms can be published read-only to another cloud location, to the cloud or private cloud (Enterprise and higher only).

To publish a Teamroom, perform the following steps:

  1. On the context menu of the Teamroom click “Publish Teamroom” > “name of the cloud domain”.
  2. Click “Publish” to confirm the transfer.
  3. If you are not logged in to the target domain, a login dialog is displayed.
  4. If requested click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
  5. Click “OK” after the transfer has been completed.

Note: Teamrooms may be republished (either all objects or only the changes since the last publishing).

Converting a Folder to a TeamroomPermanent link for this heading

The access rights to Teamrooms and the contained objects are defined by the team specified in the Teamroom. Folders are used for structuring, but do not have their own rights context.

If you want to give a folder a different right context, you can now use the “Tools” > “Convert to Teamroom” context menu command to convert a folder to a Teamroom. Conversely, you can also convert a Teamroom located in another Teamroom into a folder.

Note:

  • To convert a folder into a Teamroom, you need to have full control in the Teamroom associated with the folder.
  • To convert a Teamroom to a folder, you need full control in that Teamroom and change access in the target Teamroom for the folder.
    If the converted Teamroom is located in multiple Teamrooms, you can select the target Teamroom for the folder.

Dissolving a TeamroomPermanent link for this heading

As a user with full control in a Teamroom, you can delete the Teamroom and all its objects.

To delete a Teamroom and its objects, perform the following steps:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom, click “Dissolve”.
  3. Click “Yes” to confirm that the Teamroom and its objects should be deleted.

Note: Shortcuts to these objects will also be removed from other Teamrooms.